Job Description

Faculty/Department Centre for Continuing Education Unit CCE-Staff Postings Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary
Are you passionate about driving professional growth and development? Do you thrive in a dynamic, fast-paced environment? Join our team as a

Program Assistant

in Professional Development and Community Programs, where your organizational prowess and attention to detail will directly impact our diverse range of programs and clients. We are a vibrant, revenue-generating entity dedicated to enhancing career paths and professional skill sets through non-credit programs. As part of our team, you'll play a pivotal role in supporting the administration, coordination, and success of our diverse array of programs.



As the Program Assistant, you are essential to our operations, providing assistance and coordination to ensure the seamless operation of our programs. Reporting to the Manager, Professional Development and Community Programs, you'll be instrumental in liaising between our program staff, custom clients, instructors, and various service areas.

What You'll Do:

Enrollment Management:

Collaborate closely with management to oversee course enrollments. Analyze trends, identify low or high enrollments, and recommend necessary actions such as course section cancellations or additions. Provide comprehensive enrollment reports to facilitate decision-making.

Course Scheduling and Logistics:

Facilitate seamless scheduling and hiring processes for instructors. Prepare, manage, and follow up on instructor contracts. Enter course schedules into registration systems (Destiny One) and Outlook. Keep our website updated with the latest course information. Utilize Monday.com to streamline workflows for Student Instructor Services. Coordinate classroom bookings through EMS and communicate essential audiovisual requirements.

Instructor Support:

Coordinate the timely uploading of instructor course materials onto the learning management system. Ensure the creation of course shells and the dissemination of necessary information. Provide logistical support by sending reminders and Zoom host login details for remote courses.

Client Engagement:

Serve as a liaison with custom clients, confirming and verifying student attendance, ensuring a seamless experience throughout their engagement with our programs.

Logistical Coordination:

Manage catering arrangements for face-to-face courses, ensuring adherence to dietary restrictions. Conduct quality assurance checks on the day of the course to guarantee a smooth catering experience.

Evaluation and Feedback Management:

Review and distribute completed instructor evaluations, addressing feedback that may require performance management or improvements in course content. Collaborate with the Manager on necessary interventions.

Resource Management:

Coordinate textbook orders with Central Business Services, process travel or expense claims for instructors, and support the procurement of program supplies. Assist in packaging supplies for various courses and events, including printing custom professional certificates and coordinating FOBs issuance for instructors.

Committee Support and Grant Applications:

Assist in arranging, attending, and recording minutes at program advisory committee meetings. Provide support for Non-Credit grant application requests related to Student and Instructor Services.

Support Marketing Efforts:

Contribute to marketing initiatives, including mail-outs, database updates, and webinar assistance.

Event Coordination:

Assist in event setup/cleanup, ensuring successful face-to-face courses and events.

Plus More:

Be ready to take on additional related tasks as assigned - your role is essential to our success!

Why Join Us?

At the University of Regina, we're more than just a campus - we're a community! Join our team and enjoy:

Meaningful Impact:

Your work directly contributes to creating a better environment for students, faculty, and staff.

Professional Growth:

We support your development, offering opportunities for advancement and learning.

Work-Life Balance:

We value your well-being and know your personal life is most important!

Competitive Compensation:

We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include a market supplement, Health/Dental/Vision Benefits, Flexible spending account, Defined Benefit Pension Plan, and much more!

If you're ready for a new challenge, we encourage you to apply. Submit your application to join our team today!

Position Requirements

What You'll Bring to the Position:

Grade 12 supplemented by the successful completion of a recognized business certificate or diploma Minimum of five years' progressively responsible experience preferably in a university environment. An equivalent combination of education, training, and experience may be considered.

Skills That will Ensure You Succeed in this Role:

Demonstrated knowledge of and skill in the use of Microsoft Office 365 (Word, Excel, Teams, Access, and Outlook), complex databases such as Banner. Experience in records management and tracking of information. Demonstrated ability to deliver excellent customer service. Ability to create, compose, and edit written materials. Ability to communicate effectively, both verbally and in writing. Ability to understand and execute oral and written instructions. Ability to work independently with minimal supervision. Skill in the use of basic office equipment. Knowledge of University policies and procedures is an asset. Knowledge of supplies, services, and equipment ordering and inventory control. Strong interpersonal skills to establish and maintain cooperative working relationships with staff, the general public, internal and external stakeholders, instructors and partners and be comfortable working in a cost recovery setting. Ability to organize multiple tasks while maintaining accuracy and attention to detail and meet deadlines. Ability to understand and comply with University health and safety requirements and all safe work procedures and practices application to this position. Ability to identify and report unsafe acts, workplace hazards, and incidents that result (or could result) in injury, illness, or environmental damage. Ability to work and encourage others to work and act safely.
Physical Demands Pay Grade CUPE Phase 4 Salary Range $44,262.40 - $59,768.80 Annually Status Permanent Work Hours
Monday - Friday 8:15 a.m. - 4:30 p.m., occasional evenings or weekends as required. (As per Operational Services)
Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting No Preference Target Posting Not Targeted
Additional Information

Contact Information

Job Open Date

02/19/2025

Job Close Date

02/25/2025

Open Until Filled

No

Special Application Instructions

We know imposter syndrome can get in the way, so please don't hesitate to apply. We'd love to hear from you. Submit your application today!

Diversity Statement

The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.